Sales Coordinator

Job Purpose: The purpose of the Sales & Catering Coordinator is to increase hotel revenue by working in conjunction with Sales Manager(s) to increase production for group room contracts and catered functions.

Essential Job Functions: • Provide administrative support to the Director of Sales, Catering Managers and Front Desk Manager • Maintains a working knowledge of the sales and front desk departments • Attends all Catering & Sales Promotions meetings as requested • Attend all required training sessions • Ensure efficient communication between all departments • Remains current on all hotel features, services, hours of operation, room types, room numbers, room availability, décor, room rates, special packages and promotions, and Embassy brand standards • Responds to inquiries and refers guests/clients to the appropriate Sales and Catering manager as necessary; ensure timely follow up on the same business day. • Take small bookings repeat or new, as required. Any larger more detailed requests for bookings, proposals or negotiations are to be passed on to the appropriate Manager. • Assists Sales and Catering team with communication with clients, service staff, wholesalers and coworkers regarding guest questions, special requests, changes, group information, and close-out dates • Develops and maintains positive relationships with all guests, clients, and VIP’s in order to produce additional business • Assesses the needs of VIP guests and awards upgrades according to operational policies and standards • Prepares and distributes Group Resumes/Function Banquet Event Orders (BEO’s) and Group Recap by Wednesday at noon for the following week’s functions to the following parties: Director of Sales and Catering, Catering Manager, F&B Director, Restaurant Manager, Kitchen, Accounting, Front Desk/Night Audit. Distribution of these is the highest priority. • Communicate any change of status or revised contracts to the above mentioned parties in a timely fashion • Prepare and send out all correspondence concerning: Group/Function Contracts, Terms & Conditions within 48 hours of confirmation • Creates and maintains an accurate filing system for the Sales and Catering department • Maintain an accurate tracking of signed Group/Function Contracts, Terms & Conditions, Rooming Lists, Deposits, etc. • Assist in gathering guaranteed attendance numbers. They are required 5 business days in advance of functions. The F&B Director and the Sales/Catering Manager should be contacted immediately, in the event of drastic variances. • Processes information in the Property Management System, communicates all cut-off dates, and releases rooms as needed for resale in an accurate and timely manner • Ensure the method of payment at time of contract is still current method of payment when finalizing charges • Review all master accounts within 3 days of group check out to ensure all postings are accurate and settle the balance, if needed • Prepares and codes special billing for group events or VIP arrivals, and establishes credit when necessary • Reports credit card and cash deposits accurately and in a timely manner; Runs Deposits Due report to ensure all deposits are taken accordingly • Close out groups. Invoices or folios should be promptly mailed/emailed after verification from the Director of Sales and Catering. • Competitive analysis every six months by calling competition by gathering data such as Banquet Kits, Room Rental Rates, etc. • Telemarketing to previous clients to inquire about possible future bookings • Generates weekly reports for the General Manager and Director of Sales • Assists the Accounting Department with outstanding receivables • Monitors sales kit and office supply inventories and processes supply orders as necessary • Assists in the preparation of Sales Promotions & Mailings. • Conducts scheduled and walk-in property sites, when necessary • Handle client/guest complaints and problems • Coordinates catering menus, banquet set-ups, and audiovisual needs with clients, if managers are not available • Ensure proper business attire; Ensure that hotel policies and procedures are followed • Performs other job duties as requested and/or required.

Requirements

Experience/Education: College degree preferred; High School Diploma and/or 2-3 years’ experience or equivalent combination of education and experience required.

Auro Hotels is an Equal Employment Opportunity and E-Verify Employer. All applicants are subject to background and substance abuse screening prior to any offer of employment

About Us

Auro Hotels, a successor to JHM Hotels, is Elevating the Experience in hospitality. We are a company that seeks out the positive, encourages bright thinking, and is helping to light the communities where we operate.

Our principals began JHM Hotels in 1973 with the modest 40 room Sunset Motel in Pomona, California. Over 45 years, the talented Rama family grew the business into one of the largest, privately owned, hospitality companies in the country. In 2017, the time came to put a succession plan into place, allowing the first generation to pass the baton to the second generation. The JHM Hotels’ name was retired, and Auro Hotels was born.

We view ourselves as a different kind of hospitality company. Auro Hotels is a company that is professional and visionary. We strive to bring a higher level of service and commitment to excellence to every relationship. We are grounded in sound business practices and stand on a solid financial foundation built by our forefathers, even as we seek to bring imaginative, unique and category-leading solutions to each hotel project.

Auro Hotels’ current portfolio includes 30 hotels in the United States, and two properties in India, operating under well-known brands such as Marriott, Hilton and Hyatt. In addition, there are 9 properties in the design phase or under construction, with others in the pipeline.

Work Permit:
Applicants who do not already have legal permission to work in the location of this job will not be considered.

Other: PTO, Medical, Dental, Vision, 401K

Management Position: No

Entry Level: Yes

Description

Job Purpose: The purpose of the Sales & Catering Coordinator is to increase hotel revenue by working in conjunction with Sales Manager(s) to increase production for group room contracts and catered functions.

Essential Job Functions: • Provide administrative support to the Director of Sales, Catering Managers and Front Desk Manager • Maintains a working knowledge of the sales and front desk departments • Attends all Catering & Sales Promotions meetings as requested • Attend all required training sessions • Ensure efficient communication between all departments • Remains current on all hotel features, services, hours of operation, room types, room numbers, room availability, décor, room rates, special packages and promotions, and Embassy brand standards • Responds to inquiries and refers guests/clients to the appropriate Sales and Catering manager as necessary; ensure timely follow up on the same business day. • Take small bookings repeat or new, as required. Any larger more detailed requests for bookings, proposals or negotiations are to be passed on to the appropriate Manager. • Assists Sales and Catering team with communication with clients, service staff, wholesalers and coworkers regarding guest questions, special requests, changes, group information, and close-out dates • Develops and maintains positive relationships with all guests, clients, and VIP’s in order to produce additional business • Assesses the needs of VIP guests and awards upgrades according to operational policies and standards • Prepares and distributes Group Resumes/Function Banquet Event Orders (BEO’s) and Group Recap by Wednesday at noon for the following week’s functions to the following parties: Director of Sales and Catering, Catering Manager, F&B Director, Restaurant Manager, Kitchen, Accounting, Front Desk/Night Audit. Distribution of these is the highest priority. • Communicate any change of status or revised contracts to the above mentioned parties in a timely fashion • Prepare and send out all correspondence concerning: Group/Function Contracts, Terms & Conditions within 48 hours of confirmation • Creates and maintains an accurate filing system for the Sales and Catering department • Maintain an accurate tracking of signed Group/Function Contracts, Terms & Conditions, Rooming Lists, Deposits, etc. • Assist in gathering guaranteed attendance numbers. They are required 5 business days in advance of functions. The F&B Director and the Sales/Catering Manager should be contacted immediately, in the event of drastic variances. • Processes information in the Property Management System, communicates all cut-off dates, and releases rooms as needed for resale in an accurate and timely manner • Ensure the method of payment at time of contract is still current method of payment when finalizing charges • Review all master accounts within 3 days of group check out to ensure all postings are accurate and settle the balance, if needed • Prepares and codes special billing for group events or VIP arrivals, and establishes credit when necessary • Reports credit card and cash deposits accurately and in a timely manner; Runs Deposits Due report to ensure all deposits are taken accordingly • Close out groups. Invoices or folios should be promptly mailed/emailed after verification from the Director of Sales and Catering. • Competitive analysis every six months by calling competition by gathering data such as Banquet Kits, Room Rental Rates, etc. • Telemarketing to previous clients to inquire about possible future bookings • Generates weekly reports for the General Manager and Director of Sales • Assists the Accounting Department with outstanding receivables • Monitors sales kit and office supply inventories and processes supply orders as necessary • Assists in the preparation of Sales Promotions & Mailings. • Conducts scheduled and walk-in property sites, when necessary • Handle client/guest complaints and problems • Coordinates catering menus, banquet set-ups, and audiovisual needs with clients, if managers are not available • Ensure proper business attire; Ensure that hotel policies and procedures are followed • Performs other job duties as requested and/or required.

Requirements

Experience/Education: College degree preferred; High School Diploma and/or 2-3 years’ experience or equivalent combination of education and experience required.

Auro Hotels is an Equal Employment Opportunity and E-Verify Employer. All applicants are subject to background and substance abuse screening prior to any offer of employment

About Us

Auro Hotels, a successor to JHM Hotels, is Elevating the Experience in hospitality. We are a company that seeks out the positive, encourages bright thinking, and is helping to light the communities where we operate.

Our principals began JHM Hotels in 1973 with the modest 40 room Sunset Motel in Pomona, California. Over 45 years, the talented Rama family grew the business into one of the largest, privately owned, hospitality companies in the country. In 2017, the time came to put a succession plan into place, allowing the first generation to pass the baton to the second generation. The JHM Hotels’ name was retired, and Auro Hotels was born.

We view ourselves as a different kind of hospitality company. Auro Hotels is a company that is professional and visionary. We strive to bring a higher level of service and commitment to excellence to every relationship. We are grounded in sound business practices and stand on a solid financial foundation built by our forefathers, even as we seek to bring imaginative, unique and category-leading solutions to each hotel project.

Auro Hotels’ current portfolio includes 30 hotels in the United States, and two properties in India, operating under well-known brands such as Marriott, Hilton and Hyatt. In addition, there are 9 properties in the design phase or under construction, with others in the pipeline.